Meeting coordinators are hired by organizations to plan and organize professional meetings. They are responsible for tasks such as selecting a site, contacting presenters, organizing meals, and preparing conference materials. They may also work closely with venue representatives and evaluate the success of the event. Some meeting coordinator jobs may also require overseeing the costs associated with the event.
When companies or other organizations want to organize a professional meeting, most hire a meeting coordinator, also known as a conference coordinator or event planner, to oversee the details. Generally, meeting coordinator jobs are responsible for planning and organizing the details leading up to the event date. The planning aspect may require meeting coordinators to cover a wide range of tasks. Organization is often an important skill, as the meeting coordinator’s jobs must determine the appropriate format based on the objectives of the organizing entity.
Conference coordinators are responsible for planning the various detailed steps of an event. These steps typically include selecting a site to host the event and contacting presenters. Other steps leading up to the event date may include organizing meals and preparing conference materials.
The size of the event can determine the level of tasks that those with meeting coordinator tasks must perform. Large-scale events often require many important logistical steps to ensure details are not overlooked. These important details include securing presenters and confirming site availability. Smaller events, such as a meeting for a department, may involve tasks for fewer participants in the company. These tasks might include reserving meeting space, sending out electronic invitations for employees to attend, ordering meals, and securing audiovisual needs.
Belonging to the venue, meeting coordinators may work closely with a venue representative. Typically, this interaction is required to determine if the venue can accommodate the date, number of attendees, meals, audio-visual equipment, and any other needs. Another responsibility for this task includes securing a contract with the venue representative.
Once the venue is secured, the event planner begins organizing the remaining event details. This may include preparing conference materials. Some meeting coordinator jobs are also responsible for communicating with presenters to determine needs such as travel arrangements, presentation aids, and a participation grant.
Preparing for the event date often requires managing details before and during the event. Prior to the event, meeting coordinators will secure hotel accommodations for presenters and prepare conference materials, for example. During the event, most tasks involve handling attendee registration and ensuring meeting rooms are ready before a session begins.
At the end of the event, meeting coordinators may need to evaluate the success of the event. Typically, attendees and presenters are given surveys to provide feedback on all aspects of the event. This can help the meeting coordinator make arrangements for an upcoming event.
In some companies, meeting coordinator jobs may also require overseeing the costs associated with the event. Meeting coordinators may need to forecast costs and ensure expenses stay within budget. These costs typically include paying presenters, catering, and fulfilling the venue contract.
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